HelpMeGrowUtah-FamilyDatabase.pdf - Help Me Grow ...

Help Me Grow Utah Family Database

The family database is used to keep track of all families in our program, the resources

they’ve requested and any follow-up required.

Pages 2-6: Screenshots

Page 2: Family Record

Page 3: Child Record

Page 4: Reports that can be generated from the database

Page 5: Example of a report of follow-up items and reminders.

Page 6: Example of an ASQ Report – we can see a child and the multiple ASQs

they’ve completed and on the last page the total number of ASQs administered.

Page 7-20: Section from our intern manual describing the family database usage and

protocol.

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Help Me Grow Intern Manual November 2011 | United Way

4. Based on the family’s needs and what the ASQ has shown, we use Volunteer

Solutions (our online resource database) to find appropriate resources which we

give to them.

5. Depending on the family we follow-up with them to see if the resource was a

match!

Care Coordination When families contact us, we need to get basic information from them so that we can

find the best answer for their concern.

1. Always have the Family Database open to record their information and

referrals made so that we can follow up with them.

2. Always be signed in to your admin account on Volunteer Solutions so that

you can search the information we have to find answers to their questions.

3. Feel free to discuss any question a family might have with Barb or Robin to

get ideas of what are good referrals to make to a family.

4. Always give information to the family that they would need to have when

they call.

Family database The Family Database is where all of our family contact information is kept. It is how we

follow the progress of the child and helps us to have reliable follow-up to make sure

that a family doesn’t fall through the cracks.

Family Record Information

General

Contact Info

Reports

Define Lists

Caller Info Red Box

Child Referral

Child Info

Family Referral

Search box

Doctor Info

Referral/Parent

Info

Parent Permission

Section

Add

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Search Box: This is where you search for families. It’s best to search by last name and

then click the “find” button.

Referral/Parent Information: This is where referral’s name, relationship, and language

preference are recorded. Usually the parent’s information is here (mom’s info on the left

and dad’s on the right). However the referral could be from someone besides the

caregiver like the grandmother or LDS family services. Contact Information: Make sure to gather as much information as possible, especially,

email and phone number so that we have multiple ways of contacting the family.

Some of these families are very transient and we need to have more than one way to

contact them.

Parent Permission Section: Checking this box and selecting a date means that the

parent has given us permission to send ASQ results to their primary care provider and

discuss any concerns with any other professionals as needed. When we open a new

record we need to get this permission from the parent through an enrollment form and

signature. We attach a scanned copy of the enrollment form in the box titled

“Enrollment Form.” “HMG Worker” to the left is the person that first added the file and

talked to the family. “Health Insurance” is to select their type of health insurance and to

the right is an area for more specific insurance notes. Ask what type of insurance they

have. Our referrals will change depending on if they have Medicaid or private

insurance.

Doctor Information: Here you record their child care provider’s information. You cannot

type in the information. You must select their doctor from our list under “Select the

Doctor.” If the doctor is not listed then you must update the list. See below on how to

enter in a new doctor under Updating Doctor and Setup Lists.

Child Information: This is to put information specific to each child in the family.

Child Name: for each child

Gender: M is Male and F is Female

Birthdate: If we don’t have the birthdate but only the age of the child, enter the

birthdate as the first of January. For example, if we know the child is two years

old, then we would enter 1/1/2009. After the birthdate is entered, the computer

will automatically enter the Age and Age in months.

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Early: If a child was premature, enter the amount of weeks early they were born.

Then the computer will adjust the age. Then we can send the ASQ appropriate

to their stage of development, by the Adjusted Age.

Referral: Check this box when there is a referral on a child record, whether it’s

ASQ monitoring or a community referral.

General Notes Section: The section is used to record how the family came to be in our

system, include the date of event or program if needed. Also include today’s date and

your initials.

Caller Info Red Box: This is how we can keep track of who is calling and why. It is very

important to include this information for purposes of funding and validity to the

program. If you edit any of the lists, you must let Bruce know in an email.

Who is calling

How did family hear

Initial reason for call

Demographics- don’t have to get this, can guess it for now

Success Story?

Add: To add a new family into the database

Gaps and Barriers: While working with a family, if you see any gaps in services or barriers

from receiving services, record them here. Select the type of gap or barrier from the list

and add any additional notes to the right. Family Referrals vs. Child Referrals: A family referral is any referral not specific to one

of the children, i.e. a parenting class, or a caller that didn’t want to give specifics but

wanted a referral. Any referral specific to one of the children, including ASQs mailed

out, should be recorded on the individual child record.

Entering in a Family or Child referral: Issue: Select the genre of concern the family is asking about. Most are self-

explanatory; however a few need to be defined:

Adaptive: selected when we’re referring to a disability that requires

a machine or apparatus for special care.

Basic Need: basic needs are food, housing, clothing, etc. Usually a

2-1-1 referral.

Behavioral: selected when there’s a behavioral concern like autism

Bonding/attachment

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Childcare

Cognitive (Learning)

Communication

Diagnosis: selected when we are making a referral based on a

specific diagnosis from a doctor, i.e. referral to CHADD because an

individual has been diagnosed with ADHD.

Education

Expressive language

Family Issues: this could be marriage issues, etc.

Fine Motor

Follow-up: selected when follow-up is needed to see if the family

was connected to a community referral

General Development: selected when a parent has a basic

question about their child’s development. Also selected when the

referral made is to send out an ASQ.

General Information: selected when we need to obtain contact or

basic information from the family.

Gross Motor

Health Insurance

Health/Medical: any referral that needs to be made to a health

professional or resources. The parents takes care of this, we don’t

make professional referrals.

Hearing

Interagency: selected when we speak with other community

organizations

Interoffice: selected when ASQs are transferred from one worker to

another in the office. Also used to give reminders to yourself of tasks

to do.

Living Conditions: questions or concerns about a family’s home

environment. Usually a 2-1-1 referral.

Mental Health

Other

Parental Education: selected for referrals specific to parenting

classes.

Problem Solving

Receptive Language

Social/Emotional

Vision

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Referral: put in the name of the agency or ASQ that we referred to the family.

Use only the options in the list. Do not type in a referral. Find one that fits or edit

the list to insert your referral under “Define Lists.” Referrals that are typed in and

not selected from the list are sometimes lost and it makes reports very difficult. Do

not select a numbered ASQ, always “ASQ.” The numbered ASQs will soon be

deleted.

Ref. Date: the referral date is the date you are entering the referral i.e. today’s

date.

Follow-up: the date that you plan to follow up with the family (i.e. two days, two

weeks, or two months)

Type: how you contacted the family, via telephone call (TC), email, fax, letter,

home visit (HV), other

Why Follow-Up: indicate why you are following up with the family (to verify if they

were connected to resources, to send an ASQ, etc.) Use only the options in the

list. If you need to make additional notes, you can do so in the Notes section. A

few definitions:

2nd ASQ screening: some ASQs are scored and show a delay.

Depending on the delay we’ll provide activities and re-screen in a

few weeks or month to check if there is improvement.

Connected to referral? Follow-up to see if they contacted the

referral.

File Closed: the final referral when a record is closed.

Give ASQ Results: selected when the parent needs to be called to

give the ASQ score.

Other

Parent Assignment: selected when we need to follow-up on any

specific assignment made to a parent.

Relay Information: once research has been done for a family, this is

selected to remind us to relay the information to the parent.

Research: selected when further research needs to be made on a

question a parent made or community resource

Send ASQ

Scan/Fax to Doctor: reminder to scan the ASQ and fax the results

to their health care provider

Scored ASQ: record when you scored ASQs

Still Interested? Before a file is closed, we call to check if they are

still interested or not.

Verify family ASQ receipt: selected when we call the family to verify

that they received the ASQ in the mail.

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Verify Family Information: when following up on basic contact

information

Verify HMG ASQ receipt: selected when we want to make sure that

we’ve received the ASQ from the family.

Verify Improvement: a follow-up call to see if the child has

improved since the last call.

Done: this is the check box to mark if you have done your part of the follow up

(i.e. called the family to relay information and referrals, or sent the ASQ)

Notes: to include additional information about the referral so that anyone

looking at the child’s record can know what needs to be done in follow-up.

Always include today’s date or the date you completed the task and your

initials. Most of the notes should be included here and not in the bigger notes

section!

HMG Contact: The name of the person that will be following-up with the family.

Connected: this column will soon be deleted, so don’t worry about it.

Outcomes: select options from the list, this will eventually replace the Connected

column

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Child Record Information

ASQ’s Received: Here we record only the ASQs that have been returned to us from the

families. Type: Select whether or not it was an ASQ-3 or ASQ-SE

Month: Select the ASQ month

Date Completed: Date the parent completed the ASQ

Date Scored: Date we scored the ASQ

Score: The predominant score color. If there is one domain in gray, select

Gray as the score and say for example, “gray in communication” in the

notes section. Even if the score is all white except for one area in gray or

black, select the score color as gray or black. Then specify in the notes.

Next/Previous Child

Birthdate Section

ASQ’s Received

Return

Letters to Parents

Contact Name

Monitoring by HMG Notes on this child

ASQ Box

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Sent to Provider: Date when the ASQ summary (results) sheet was faxed to

the pediatrician

Notes on the Score: Any additional notes on the score, like “perfect score”

Paper Clip Sign: Where to attach a scanned copy of the ASQ with the

score sheet

Birthdate Section: This information will update automatically from the “Child Info” on the

first page of the record. Contact Name: This is the first contact name on the first page of the record. This will

come up automatically. So will the Child’s name. Next/Previous Child: These buttons are used to go back and forth between the

children’s records of the family.

Monitoring by HMG: This is checked whenever this is a child referral, i.e. ASQs and

community referrals.

ASQ Box: When we received a completed ASQ back from a family, the ASQ month

needs to be checked off. The months colored in green stand for the American

Academy of Pediatrics’ schedule for completing the ASQ. When a child shows normal

development we don’t need extra monitoring, we therefore follow the AAP schedule

for that child. The ASQ’s Received section and ASQ Box section should always match.

Letters to Parents: Check the box of the letter you would like to send, press the Preview

button which shows the letter with the parent’s name, and then print it. First time ASQ user: When we send out the first ASQ, we include this letter

to the caregiver.

Subsequent ASQs: When we send out any ASQ after the first one, we

include this letter to the caregiver.

Return: Click this button to return to the first page of the record. Things to remember

Sometimes we get calls from agencies calling in behalf of a client. They

usually will not release the name of their client to you. In these situations,

use the Clinic List and Follow-up Database.

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Always fill out the “Who is calling?” Section!

Unless a family doesn’t want us to contact them again, WE MUST always

include a referral that isn’t marked “Done.” Otherwise that family will never

come up on our weekly reports and therefore we won’t follow up with

them.

Always keep a record detailed enough so that a worker unfamiliar with

the family situation would be able to see what has been done to help

that family.

Use the “ASQ Intern” as the HMG Contact anytime we need to send out

an ASQ. Feel free to use your own name if you plan on sending out the

ASQ yourself that same day.

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Specifics on How to Enter Family/Child Referrals For every phone call and action taken, a referral line needs to be entered. Here are

examples with the correct format to follow:

Regular ASQ Monitoring: The following are the steps to record an ASQ under Child Referrals. You make a line

when the ASQ is sent, to verify it’s received, when it’s scored, to give the results to the

parents, and then to start over again.

Community Referrals: When community referrals are given, a line needs to be entered for every single one.

Relay information is put in the “Why Follow-up” column. Then a follow up line should be

entered for each community referral to see if the family was connected. When more

than one community referral needs to be followed up on like in the situation below, you

must record every time you call. But this only needs to be done for one community

referral. The other referral can just have the date of follow-up changed until the family is

reached or until they’re connected. When ASQ3 activities or Informational Resources

are given as a referral, the process is the same.

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Interoffice: Interoffice is used when ASQs are exchanged within the Help Me Grow office. For

example, an ASQ is given to Robin because it’s in the black. An Interoffice line is a

reminder to yourself to scan and fax the ASQ in the future. Interoffice helps us keep

track of ASQs and ensures that families aren’t lost when they’re exchanged between

Help Me Grow representatives. Interoffice is also used to give reminders to yourself of

any tasks to be do. For example, when you need to follow up with a family to “Verify

Family Information” you would use Interoffice.

Interagency: Intergency is used when Help Me Grow call another agency. Below HMG called PEIP to

give a referral and make sure they were a good match for a family. Make sure to follow

up.

Close File: When a family is not interested in HMG services or does not respond to our calls, then

we enter a Close File line in the Family Referrals. To do so, make sure to enter the

Outcome, End date and uncheck active on the first page of the file.

Still Interested?: Before a file is closed, we call to check if the family is still interested or not. This is usually

the third time we call the family.

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Child Care Provider Families: When families complete ASQs with their child care provider, protocol is somewhat

different. The forms received are scanned and then we call the family to address any

concerns or needed community resources. Both the ASQs completed by the parent

and child care provider are scanned, faxed and recorded. Any resources or activities

given are recorded. Last, a follow up line is created to make sure ASQ monitoring

continues. See the example below.

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Reports

To pull a report, go to “Reports”. Types of reports are:

1. All – All referrals ever made

2. Not Done – all referrals that haven’t been completed

3. Sorted by Referrals – list of referrals sorted by agency

4. Sorted by Worker – list of referrals both completed or incomplete by worker

5. Sorted by Worker Not Done – list of referrals sorted by worker that are incomplete

6. By Issue-list of referrals by issue

Every week an intern generates a weekly report for Family and Child Referrals. This gives

each worker their follow-up assignments for the week.

1. Click the button “Reports”

2. Check the “Active only” box

3. Check the “Sorted by worker, not done” box under Family Referrals

4. Click Preview to preview the report

5. Print report

6. Repeat these steps again but check the “Sorted by worker, not done” box under

Child Referrals

7. Distribute reports to appropriate worker

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Updating the define lists

1. All the drop down menus in the

database can be defined to help

us stay organized

2. Open the Family Database and

click the button “Define Lists”

3. In any box, you can change the

lists of information based on what

we need to utilize in the database.

4. Make sure to close out of the

database and re-open for the

changes to be seen.

Updating Doctor List 1. Open the Family Database and click

the button “Define Lists”

2. Click on Edit Doctor List

3. Click on Add New Doctor

a. To edit a Doctor, search for

Doctor, then update his/her

information

4. Close out of Microsoft Access and then go back in and the doctor you inserted

will show up.

Totals Log into Database, click on Totals

2. Set date parameters

3. We are working on getting these

numbers to reflect the date selection.

4. We use this information to generate

reports useful for grants and

presentations

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